Dashboard
General functions
Invoices
Accounts receivables
Customers
Products
Registers
Deactivating Customer, Products or other registers
File imports
Reports
Settings
Help, Helper Chatbot
Dashboard
When you open the New Sales Invoices application, the first screen that opens is Dashboard. Description of the elements of the Dashboard:
- Show me how it works button on the Welcome banner takes you to the instructions.
- Aging balance shows the total amounts of invoices (in the company's default currency), divided into due (open but not yet overdue) and overdue (overdue). Due invoices are further divided into date ranges (0-15, 16-30, etc.).
- Summary shows the numbers of different documents, such as the number of open invoices, the number of overdue invoices, invoices with delivery errors, etc.
- Invoice delivery channels shows the invoice delivery channels used by the customer.
- Automatic payment matching rate shows the rate of automatically matched payments to manually executed.
General functions
In the left frame of the Sales Invoices you can select the section you want to work on. The following options are available: Invoices, Accounts receivables, Customers, Products, Registers, File imports, Reports and Settings. By clicking on the desired option, more options are displayed which can be edited and viewed under each main heading.
The left frame can be fixed with the blue selection button, which keeps the menu open. Otherwise, the menus will pop up when you hover the mouse over the menus.
In the top right-hand corner you will find the user language selection (FI, EN, NL and SE) and behind the person icon you can go to the My account form, User Guides, the support request forms and log out of the program.
The New Invoice button allows you to quickly create a new invoice. From the drop-down menu next to the button, you can choose to create a new invoice, customer, product or payment.
The open form can be moved to read the data shown below. To move the form, place the mouse cursor on the top bar of the form, press the left mouse button and move the mouse.
At the bottom of the page you have the option to export the page's row data to Excel, choose how many rows to display on the page, display the total number of rows and the page break buttons.
Invoices
The Invoices view uses the new spreadsheet component with the following sections:
All Invoices view displays all invoices in Sales Invoices, regardless of the stage of processing they are at.
Delivered Invoices
Draft invoices
In delivery error
Not transferred to Accounting view displays invoices that have been sent to the customer and to the Archive and are ready to be transferred to the accounting system.
Transferred to Accounting When the invoices have been transferred to Accounting, the status of the transfer is updated in the Accounting Status column and the timestamps of the transfer are updated in the Sent to Accounting and Delivered to Accounting columns.
Accounts receivables
All views and functions related to the sales ledger are grouped under Accounts receivables section.
Invoices view contains all sales invoices transferred to the sales ledger. The view uses the new spreadsheet component and its top menu contains sections Invoices, Open invoices and Invoices overdue.
Open Invoices view lists all invoices with an open amount.
Invoices overdue shows the sales invoices overdue with an outstanding balance.
More information of the functionalities of the view you can find here.
Payments viewn displays all the payments in all statuses.
Draft payments view displays the payments that have not been allocated to the invoices.
Not transferred to accounting view displays the invoices that have not been transferred to accounting.
Transferred to accounting view displays the payments that have been transferred to accounting.
After the transfer to accounting, information about the transfer is updated in the Accounting Delivery Status column, and the timestamps are updated in the Sent to Accounting and Delivered to Accounting columns.
Reminders view allows you to create and send payment requests for invoices that are due. It is possible to create a payment reminder from a single invoice.
Customers
Customers - All customers section allows you to create new customers and edit existing customer data. The view allows you to export the customer list to Excel. Read more detailed instructions on customer data here.
Products
In the Products - All products section, you can create new products and edit existing product information. The view allows you to export the product list to Excel. Read more detailed instructions on product information here.
Register
The registers are used to define the VAT rates, Payment Terms, Accounting Objects, Bank Accounts, Accounts, Counters and Units used in the New Sales Invoice program. Read more detailed instructions on registers here.
Deactivating Customer, Products or other registers
If there is an article in the register that is no longer used, it can be deactivated.
If a registry article is deactivated, but it has already been used in another registry record, the text deactivated will be displayed in the program. For example, a bank account deactivated on an invoice will appear like this:
If an attempt is made to use a deactivated registry entry, an error message will be displayed and/or the operation will be blocked. For example, an invoice cannot be resent if the bank account used in it is deactivated.
If an operation is to be performed, the deactivated bank account must first be activated. After the operation has been performed, the registry record can be deactivated again.
If a registry account is used in the general settings, it cannot be deactivated until the general settings have been changed.
The functionality covers customer, product, VAT base, account, bank account, accounting object, counter, payment term and unit registers.
File imports
Products or customers can be imported to New Sales Invoices with csv file.
Reports
In the Reports section, you will find the initial basic reports. These reports are related to invoices and payments, and are created using a new table component that has been in use in the Open Invoices section, featuring built-in reporting tools and filtering functionalities. The reports include All Invoices, Open Invoices, Overdue Invoices, Deleted invoices and Accounting Entries (for invoices). Detailed instructions on how to use the reports can be found here.
Settings
In the Settings - General Settings section, you define the company's general information and add the logo visible on the invoice. Additionally, in this section, you enable counters and specify default settings for sales invoices and the company's electronic invoicing address. On the Accounts tab, you define the necessary accounting accounts, which have been set up in the Registers - Accounts section. More information of settings can be found here.
Help, Helper chatbot
In the bottom left corner of the program there is a Help button where users can ask Helper about any issues related to the New Sales Invoices service.
Helper's answers are compiled on the basis of the Heeros Help Center portal instructions.
The arrow takes you back to the chatbot discussion. The minimize button (-) closes the chatbot. The "View original article" button takes you to the HelpCenter.